Job Description

Office/Unit/Project Description

UNDP is committed to achieving workforce diversity in terms of gender, nationality and culture. Individuals from minority groups, indigenous groups and persons with disabilities are equally encouraged to apply. All applications will be treated with the strictest confidence.

UNDP does not tolerate sexual exploitation and abuse, any kind of harassment, including sexual harassment, and discrimination. All selected candidates will, therefore, undergo rigorous reference and background checks.

UNDP is the leading United Nations organization fighting to end the injustice of poverty, inequality, and climate change. Working with our broad network of experts and partners in 170 countries, we help nations to build integrated, lasting solutions for people and planet. Learn more at undp.org or follow at @UNDP

Sumatra is the sixth largest islandin the world spanning 480,848 km2. It is characterized by the 1800 km long Bukit Barisan mountain range that runs the length of the island and gives rise to the 3805 m asl Mount Kerinci, the highest point on Sumatra. The main forest types of Sumatra include lowland (0-300m asl), hill (300-800m), submontane (800-1400m), montane ( >1400m) and peat swamp (0-50m) and, in part, give rise to the island’s rich and varied biodiversity that is recognized through several international conventions and designations. Sumatra contains 13 Important Bird Areas, two Ramsar sites (the wetlands of Berbak and Sembilang national parks) and the UNESCO World Heritage Site’s Tropical Rainforest Heritage of Sumatra sites (covering the national parks of GunungLeuser, KerinciSeblat and Bukit Barisan Selatan).

The Ministry of Environment and Forestry (MoEF) has established a wide-ranging protected area network system for Sumatra that covers 4.52 million ha. This includes some of Asia’s largest protected areas, such as KerinciSeblat National Park (1.39 million ha) and GunungLeuser National Park (1.01 million ha), which have been shown to significantly lower deforestation rates against comparable areas outside of the network. Nevertheless, deforestation still occurs inside all Sumatran protected areas indicating that they are not entirely secure. From 1985 to 2009, Sumatra lost approximately half (12.8 million ha) of its entire forest estate and from 2000 to 2012 lost 1.5 million ha of primary wetland forest and 1.2 million ha of primary lowland forest. The deforestation was primarily caused by large-scale agricultural plantation expansion.

The project will focus on the national parks of Bukit Barisan Selatan (0.36 million ha), KerinciSeblat (1.39 million ha), GunungLeuser (1.10 million ha), Berbak (0.14 million ha) and Sembilang (0.20 million ha). Several of these national parks connect to other biodiversity-rich conservation areas; BatangHari Protection Forest (0.33 million ha) adjoining KerinciSeblat, and the Ulu Masen ecosystem (0.75 million ha) connecting to the wider Leuser ecosystem (1.25 million ha; which encircles GunungLeuser National Park). The project will also include a sample of the forest concessions surrounding these national parks, primarily consisting of production forest. Most of these areas will be selected based on an assessment in the project preparation phase.

Project Associate (Finance) will work under the overall guidance of National Project Manager (NPM). S/He can supervise financial and administrative support staff of the Project Management Unit. The incumbent will coordinate with various units to support the highly complex project on finance, procurement, HR, security, communication and project administration. (Note: Security is a key function which can be covered under this position and should be factored as an essential project management/operational costs. However, security personnel are normally outsourced.)

Institutional Arrangement

Project Associate (Finance) will work in Project Management Unit under supervision of National Project Manager (NPM) and in coordination with Project team.

Scope of Work

1. Support the project team to ensure effective project planning, budgeting and implementation focusing on achievement of the following results

• Coordination of project planning and preparation work for, typically, a large and highly complex component of the project initiatives;
• Analysis, researches, summary and presentation of basic information/data on specific project and related topics;
• Preparation for project documents and submission to relevant parties for approval by relevant parties
• Implementation of project standard operating procedures in line with the government and UNDP’s regulations;

2. Support to the effective reporting on progress of project implementation

• Preparation and analysis of project workplan and budget proposals; provides assistance in the interpretation of budget guidelines; reviews and coordinates submissions of work proposal and budget estimation, ensuring requisite information is included and justified in terms of proposed activities; propose adjustments as necessary; prepares reports and ensures that outputs/services are properly categorized.
• Preparation of results oriented progress reports, in line with the monitoring and reporting guidelines and presents it to the project assurance team on a timely manner;
• Preparation of data for monitoring of projects; categorization, updating, tracking and analysing data related to projects, e.g. accounting records, outputs, resources utilized, deviations/revisions, etc.; carries out periodic status reviews
• Identification of issues and initiates requisite follow-up actions
• Preparation of reports on budget revisions, expenditures and obligations, verification availability of funds;
• Preparation for financial authorizations for expenditures to be approved and documentation in prevailing budget system;
• Preparation of annual and quarterly work plans as well as project board meetings, audit, operational and financial closure of a medium size project.

3. Provides administrative support to the Project Management Unit focusing on achievement of the following results:

• Provision of guidance to implementing partner and serves as focal point for coordination, monitoring and expedition of project implementation activities, involving extensive liaison with a diverse organisational units to initiate requests,
• Preparation of standard terms of reference against project objectives, obtained necessary clearances, process and follow-up on administrative actions and provision of solutions to the issues related to project implementation, e.g. recruitment and appointment of personnel, travel arrangements, training/study tours, authorization of payments, disbursement of funds, procurement of equipment and services, security compliance, etc.
• As focal point for responding to the complex information requests and inquiries; review and establishment of filling management system; organization of meetings, workshops; monitoring of implementation of various routine administrative tasks.
• Preparation of draft correspondence on complex budget-related issues, periodic reports, briefing notes, graphic and statistical summaries, accounting spreadsheets, etc.
• Supervision of project support assistant, clerical level.

4. Support strategic partnerships and support to the implementation of resource mobilization focusing on the following results

• Updated database of the relevant public and development partners private sector, civil society and other stakeholders who are counterparts for the project;
• Establishment of filing management for internal databases; updated statistical tables, graphic content, and other background materials/notes to facilitate audit and other reviews.
• Finalization and publication of multiple languages report as a tool to communicate results, deepen stakeholder knowledge and buy-in to the project, and resource mobilization for the project,
• in coordination with UNDP’s Communication unit and other relevant counterpart communications department drafts project summaries, coordinates with editor, translation services, etc. on
• Preparation of draft correspondence and communications related to all aspects of programme/project administration, including work plan and budgets, revisions and other related issues, as well as prepares project’s contributions for a variety of periodic reports

5.Supports knowledge building and knowledge sharing focusing on achievement of the following results:

• Organization of trainings for the operations/ projects staff.
• Synthesis of lessons learned and best practices in project management support function
• Contributions to knowledge networks and communities of practice.

6. The incumbent of the position should avoid any kind of discriminatory behavior including gender discrimination and ensure that

• Human rights and gender equality is prioritized as an ethical principle within all actions;
• Activities are designed and implemented in accordance with “Social and Environmental Standards of UNDP;
• Any kind of diversities based on ethnicity, age, sexual orientation, disability, religion, class, gender are respected within all implementations including data production;
• Differentiated needs of women and men are considered;
• Inclusive approach is reflected within all actions and implementations, in that sense an enabling and accessible setup in various senses such as disability gender language barrier is created;
• Necessary arrangements to provide gender parity within all committees, meetings, trainings etc.

REQUIRED COMPETENCY

CORE BEHAVIOURAL - Level 2: Supervisor / Associate / Analyst

Achieve Results

• Demonstrates focus on achieving quality results and impact
• Consistently strives to meet or exceed excellent standards
• Efficiently establishes appropriate plans and resources for self and others to accomplish goals
• Holds self and others accountable for results

Think Innovatively

• Seeks patterns and clarity outside, across and beyond boxes and categories, resists false certainty and simplistic binary choices
• Looks beyond conventional approaches and established methods
• Proposes new ideas, approaches and solutions to problems

Learn Continuously

• Actively pursues opportunities for learning and self-development, professionally and personally
• Keeps up to date with new developments in own professional area
• Proactively seeks feedback, demonstrates a desire to learn from others as well as from experience, both positive and negative
• Contributes to the learning of others

Adapt with Agility

• Actively pursues opportunities for learning and self-development, professionally and personally
• Keeps up to date with new developments in own professional area

Act with Determination

• Is flexible in handling change, and adopts new ideas, approaches and ways of working
• Seamlessly adapts to working with new situations or contexts, with new people, and in different ways
• Participates in, supports, or drives meaningful change in UNDP
• Is comfortable with ambiguity and effectively manages juggling multiple demands

Engage and Partner

• Demonstrates and encourages teamwork and co-creation, internally and externally, to achieve joint objectives and results
• Acts in a way that demonstrates empathy and emotional intelligence, showing consideration for the needs and feelings of others

Enable Diversity and Inclusion

• Understands and appreciates issues from the perspective of others
• Treats all individuals with respect, considers ethical implications and responds sensitively to all differences among people
• Fully accepts and values all people, creating an inclusive environment
• Understands that inclusion is multi-faceted (e.g. race, gender, age, disability, culture, etc.) and treats everyone fairly and equally
• Demonstrates honesty and transparency

PEOPLE MANAGEMENT COMPETENCIES

Demonstrate Empathy and Emotional Intelligence

• Genuinely care about people; demonstrate empathy with the joys and pains of others
• Enable the wellbeing of the team(s)
• Read a group’s emotional currents and power relationships, identifying influencers, networks, and organisational dynamics; adapt leadership styles at the appropriate times
• See the positive in people, situations, and events

Motivate and Direct

• Create and communicate a compelling vision and purpose
• Align people and resources with organisational vision, strategy, objectives
• Understand and proactively build the team/organisation culture

Build an Enabling Workplace

• Create a working environment where people are engaged and want to do their best; empower and enable team members to perform and have a positive workplace experience
• Promote honesty, openness, trust and psychological safety and create opportunities to innovate and learn
• Recruit and promote individuals based upon objective measures and meritocracy; acknowledge and utilise the talent of others
• Encourage collective action and integration

Build Capability

• Identify and develop talent in individuals, providing positive support to enable them to achieve their potential
• Foster learning or development of others by giving feedback, guidance, and support; support career development of others
• Have willingness and ability to delegate to help people learn, including from failure

Manage Performance and Ensure Accountability

• Ensure regular conversations with people about work
• Provide positive and constructive feedback
• Discuss poor performance in a timely manner
• Provide praise and recognition, as well as ensure accountability

Lead with Humility

• Be authentic and transparent, act with integrity
• Be accessible and available to team members they lead
• Encourage debate and discussion, creating a culture where people are comfortable to challenge senior leaders and feel listened to
• Be modest, giving credit for success to others and admit own shortcomings

CROSS FUNCTIONAL COMPETENCIES

Digital Awareness and Literacy

Ability and inclination to rapidly adopt new technologies, either through skilfully grasping their usage or through understanding their impact and empowering others to use them as needed

Working with Evidence and Data

Ability to inspect, cleanse, transform and model data with the goal of discovering useful information, informing conclusions and supporting decision-making

Communication

Ability to communicate in a clear, concise and unambiguous manner both through written and verbal communication; to tailor messages and choose communication methods depending on the audience

Ability to manage communications internally and externally, through media, social media and other appropriate

Channels

TECHNICAL COMPETENCIES

Gender

Gender Mainstreaming

UN policy knowledge - ethics

Knowledge and understanding of the UN Staff Regulations and Rules and other policies relating to ethics and integrity

Innovation

Technology and Innovation

Information Strategy - Portfolio management and governance

Knowledge of developing and implementing ICT strategy, portfolio management, governance, and policies

Security Information Management

Analytical capabilities to process diverse security information and develop recommendations

Verbal and written communication

Ability to effectively communicate both verbally and in writing to convey key facts and findings

General Accounting & Finance -

Verify accuracy of accounting records and transactional procedures and keep abreast with UNDP rules and regulations.

Financial and Managerial Accounting and Finance key concepts

Key concepts and principles of financial accounting, interpret financial analysis, managerial accounting, etc.

Minimum Qualifications of the Successful NPSA

Min. Academic Education

Bachelor degree in in Accounting, Finance, Business, Public Administration, Economics, or other relevant fields of study

Min. years of relevant Work experience

Minimum 3 years of professional experience, preferably in the field of accounting

Required skills and competencies

• Basic accounting with experience to provide cash transfer monthly report. Competency for reviewing financial reports of grantees.
• Advance computer skills required, knowledge of spreadsheet and database packagesGood inter-personal and team building skills.
• Full time availability for project management support duties is essential.

Desired additional skills and competencies

• Knowledge of and experience in supporting administration of Environment projects in Indonesia.
• Demonstrated familiarity with UN/International development projects in Indonesia will be highly desirable
• Strong knowledge and solid experience in supporting project management and implementation are essential as well as ability to draft high quality correspondence on budget-related issues, briefing notes, graphic and statistical summaries, accounting spreadsheets, practical understanding on Government regulations and procedures related to foreign grant management, developing and managing filing system, administration of project reporting, and relevant areas of project execution support.
• Familiar with multiple levels of project coordination (national and project field offices) would be desirable
• Experience in handling of web-based management systems would be highly desirable.

Required Language(s) (at working level)

• Fluency in written and spoken English is an absolute necessity;
• Fluency in written and spoken Bahasa Indonesia is required.